DELL INC. YOU VE GOT MAIL. From Your Printer. Hsiwen Chu 8/20/2007

DELL INC. YOU VE GOT MAIL From Your Printer Hsiwen Chu 8/20/2007 User's Guide: the Mysterious Scan to e mail for Dell Personal Laser Multi Function Printer 1815dn and Dell Multifunction Color Laser Printer 3115cn.

Table of Contents Written and Compiled by Hsiwen Chu L2 Technical Consultant Commercial Support Service, Imaging Dell Inc., Edmonton, Alberta, Canada Information in this document is subject to change without notice. 2007 Dell Inc. All rights reserved. Page 2

Dell Inc. YOU VE GOT MAIL TABLE OF CONTENTS What s Scan to E mail? 4 What s SMTP? 4 Types of SMTP authentications 4 The Check List before you begin the Scan to E mail Setup 5 Scan to E mail on Dell Personal Laser Multi Function Printer 1815dn 6 Configuring the scan to e mail 6 E mail settings 6 SMTP Server and authentication setup 8 SMTP Client Setup 9 Local Address Book 11 Scanning and sending e mail 13 Troubleshooting 14 Scan to E mail on Dell Personal Laser Multi Function Printer 3115cn 15 Configuring the scan to e mail 15 E mail Alert Settings 15 SMTP authentication settings 17 Address Book 18 Customizing your E mail 20 How to SCAN TO E MAIL 22 Troubleshooting 23 Appendix A Fax Forwarding to E mail on Dell Personal Laser Multi Function Printer 1815dn 24 Appendix B E mail Alerts 26 E mail Alert on Dell Personal Laser Multi Function Printer 1815dn 26 E mail Alert on Dell Personal Laser Multi Function Printer 3115cn 27 Page 3

What s Scan to E mail? WHAT S SCAN TO E MAIL? Scan to e mail is a feature that allows a printer to send scan data over e mail as an attachment. A user can scan a document from the printer and e mail it to an e mail account. Scan to e mail is a standard feature for Dell Personal Laser Multi Function Printer 1815dn and Dell Multifunction Color Laser Printer 3115cn. Scan to E mail requires a Simple Mail Transfer Protocol (SMTP) server with Basic or No Authentication. Users need to have one of the following types of SMTP services before the feature can be fully functional. Local Network with SMTP server implemented or a computer running SMTP services. ISP s (Internet service provider) SMTP services with Basic or No Authentication. WHAT S SMTP? Simple Mail Transfer Protocol (SMTP) is the standard for e mail transmissions across the Internet. The SMTP client initiates a TCP connection to server's port 25 by default. SMTP is a "push" protocol. In other words, it is an outgoing protocol. To "pull" messages from a remote server on demand, a mail client must use POP3 or IMAP (Incoming protocol for receiving e mails). One of the limitations of the original SMTP is that it has no facility for authentication of senders. Therefore the SMTP AUTH extension was defined. See the next session for detail on SMTP Authentications. TYPES OF SMTP AUTHENTICATIONS There are 3 types of authentications that are normally used in Windows Environment: No Authentication: Anonymous Access is allowed No user name or password required. Basic Authentication: password is transmitted across the network in clear text. Advance Authentication: The client and server negotiate the security support provider Interfaces. User name and password are encrypted. Dell Personal Laser Multi Function Printer 1815dn and Dell Multifunction Color Laser Printer 3115cn support No Authentication and Basic Authentication. Page 4

Dell Inc. YOU VE GOT MAIL THE CHECK LIST BEFORE YOU BEGIN THE SCAN TO E MAIL SETUP This is the check list for the information you need before you begin setup Scan to E mail. If you do not know the information, please contact your network administrator or Internet service provider for details. SMTP Server IP address: The IP Address where the SMTP Service is located on the network. SMTP Port: The default Port is 25. SMTP Authentication: Must be either No Authentication or Basic Authentication. Login User Name / Password Combination: Required only if Basic Authentication is used. Default (From) E mail Address: Must be a valid E mail Address. Page 5

Scan to e mail on Dell Personal Laser Multi Function Printer 1815dn SCAN TO E MAIL ON DELL PERSONAL LASER MULTI FUNCTION PRINTER 1815DN Dell Personal Laser Multi Function Printer 1815dn supports the scan to e mail function. To use e mail features such as Scanning to E mail, Fax Forward to E mail and e mail alert, the printer needs to be connected to a network. You will also need to configure the network settings and set up your e mail account. CONFIGURING SCAN TO E MAIL The configuration for scan to e mail can be done from the printer panel or using the Embedded Web Server (EWS). For setting up via printer control panel, please read the user s guide which should be installed on the computer. To access the user s guide, please click on Start, All Programs, DELL, DELL Printers, Dell Laser MFP 1815 and User s Guide. The user s guide can also be found at the installation CD if it was not selected during the initial installation of the printer. In this session, we will be focus on setting up service using the Embedded Web Server (EWS) on the Dell Personal Laser Multi Function Printer 1815dn. The Embedded Web Server is the Printer Configuration Web Tool that allows you to configure and manage the printer settings of your network printer at your desktop. E MAIL SETTINGS In order to setup scan to e mail, we need to configure E mail settings on the printer through EWS. You will need to have the SMTP Server information handy before starting the setup process. If you do not know the information, please contact your network administrator or Internet service provider (Please make sure you complete the check list in page 6 before beginning the setup). Information required: SMTP Server IP address. Type of SMTP Authentication: No Authentication or Basic Authentication (for details about the authentication, please refer to types of SMTP authentications session. SMTP Server login name and password: required only if basic authentication is used. (Skip this part if your SMTP server allows anonymous access.) Page 6

Dell Inc. YOU VE GOT MAIL To access the printer s Embedded Web Server, just type your network printer's IP address in your Web browser. Once the webpage is loaded, you will see the Printer Status. Then click on the E mail Settings link located at the left side pane of the EWS (Figure 1). In order to enable the printer to send outgoing e mail message, you will need to enter basic information about the outgoing e mail information. Please click SMTP Server Setup to open the page (Figure 2). Figure 1 Dell Laser MFP 1815DN Embedded Web Server Figure 2 E mail Settings Page 7

Scan to e mail on Dell Personal Laser Multi Function Printer 1815dn You will need to enter your SMTP Server IP address and Port according to your SMTP server setting. The default SMTP port is 25. For example as in Figure 3, the SMTP server IP address 192.168.2.253 was entered. Figure 3 SMTP Server settings, No Authentication SMTP SERVER AND AUTHENTICATION SETUP Dell Personal Laser Multi Function Printer 1815dn only supports No Authentication or Basic Authentication. If you are not sure about the type of your SMTP authentications, please contact your network administrator or Internet Service Provider for details. NOTE: Advance SMTP Authentication, such as Integrated Windows Authentication, is not supported by Dell Personal Laser Multi Function Printer 1815dn and Dell Multifunction Color Laser Printer 3115cn. The following session is about how to setup the Printer s SMTP authentication Settings: If your SMTP server allows anonymous access, i.e. SMTP Server Login Name and Password is not required when sending e mails, make sure you leave the SMTP Requires Authentication unchecked (Figure 3). If your SMTP server requires Login User Name and Password, please check the box for SMTP Requires Authentication. Then enter the SMTP login name and password at the respective sessions (Figure 4). Page 8

Dell Inc. YOU VE GOT MAIL Figure 4 SMTP Server settings, Basic Authentication SMTP Server Connection Timeout setting allows you to setup the duration for the printer to try to connect and handshake with the SMTP server. The default setting is 30 seconds. Maximum Message Size setting is to setup the maximum scan size allows sending in an e mail. The default setting is 4 MB. SMTP CLIENT SETUP You can customize the characteristic of your e mail, type of files, reply e mail address, etc. The scanned image/document will be e mail to the receiver as attachment. To view and change the SMTP Client Setup, click SMTP Client Setup link at the E mail Settings Page (Figure 2). There are the settings that can be changed: Default Original Type: Settings for type of image/document of the original. Default setting is Text. Default Scan Resolution: Quality Settings for the scanned image. The default setting is 300 dpi Default Attachment Type: the file type of the scanned image or document. The default setting is PDF. Default Scan Color: the printer is a monochrome laser printer but the scanned image can be color or black and white. The default setting is Mono. Page 9

Scan to e mail on Dell Personal Laser Multi Function Printer 1815dn Figure 5 SMTP Client Setup File Format Setup Prompt: if you would like to change the setting every time you scan image or document to the users. If you want to keep the setting for every scan job, you can uncheck the box. The default setting is checked. Default [From:] Address: by default the text box is blank. You will need to enter a valid e mail address here as the return e mail. Auto Send to Self: send a copy of the scanned e mail to yourself. The default setting is checked. Default subject line/default Body Text: You can change subject line and the body of the e mail sent out from the printer. Page 10

Dell Inc. YOU VE GOT MAIL LOCAL ADDRESS BOOK You can organize your frequent used e mail addresses in the local Address Book. The addresses will appear on the Scan to E mail list at the printer control panel. To access the list of the e mail (Figure 6) in the Address Book, click on Local Address Book at the E mail Settings Page (Figure 2). Figure 6 Local Address Book You can enter new e mail addresses by click on Add button at the bottom left side corner of the address book list. You can select the number of entry, name and e mail address (Figure 7). Page 11

Scan to e mail on Dell Personal Laser Multi Function Printer 1815dn Figure 7 Local Address Book, Add E mail To edit existing entry in the address, click on the Name of the person you wish to edit in the Local address Book list (Figure 6). You will be able to change the name and the e mail address of the person (Figure 8). Figure 8 Local Address Book, Edit E mail Page 12

Dell Inc. YOU VE GOT MAIL SCANNING AND SENDING E MAIL Scan to E mail will only work if the printer with Network connection. Please make sure that your printer is connected to a network. Follow the steps to scan to e mail using Dell Personal Laser Multi Function Printer 1815dn: 1. Load the document(s) face up with top edge in first into the ADF. OR Place a single document face down on the document glass. 2. Press Scroll ( or ) to highlight Scan and press Select ( ). 3. Press Scroll ( or ) to highlight Network and press Select ( ). 4. Press Select ( ) to access E mail. 5. Enter the sender's name and press Select ( ). NOTE: The Default Address will show here. Enter the return e mail address if it s different then the default address. 6. Enter the recipient's e mail address and press Select ( ). NOTE: You can enter a name you have stored in the Address Book. 7. The display asks if you want to enter another address. To enter additional address, press Scroll ( or ) to select Add and repeat step 8. 8. To continue to the next step, press Select ( ) when Done appears. The display asks if you want to review addresses. 9. To review addresses, press Select ( ) to select Yes. 10. To continue to the next setup, press Scroll ( or ) to select No and press Select ( ). 11. The display asks if you want to send the e mail to yourself. 12. To send to your e mail address, press Select ( ) to select Yes. Or, press Scroll ( or ) to select No and press Select ( ). 13. Enter the e mail subject and press Select ( ). 14. Press Scroll ( or ) to select the file type to which the scanned image may be converted and press Select ( ). 15. Press Scroll ( or ) to select the resolution you want and press Select ( ). 16. Press Start ( ) or Select ( ). The printer begins scanning and then sends the e mail. 17. Press Cancel ( ) to return to Standby mode. Page 13

Scan to e mail on Dell Personal Laser Multi Function Printer 1815dn TROUBLESHOOTING Failed Sent Error (SMTP) Ensure Login ID / Password combination is correct. Ensure the e mail address is correct. Ensure SMTP Authentication is supported. Failed Connection Error Ensure the SMTP server address is correct. Page 14

Dell Inc. YOU VE GOT MAIL SCAN TO E MAIL ON DELL MULTIFUNCTION COLOR LASER PRINTER 3115CN Dell Multifunction Color Laser Printer 3115cn also supports the scan to e mail function. To use e mail features such as Scan to E mail and e mail alert, the printer needs to be connected to a network. You will also need to configure the network settings and set up your e mail account. CONFIGURING THE SCAN TO E MAIL For Dell Multifunction Color Laser Printer 3115cn, configuring scan to e mail can only be done through the Printer Configuration Web Tool. In this session, we will be focus on setting up service using the Printer Configuration Web Tool on the Dell Multifunction Color Laser Printer 3115cn. The Printer Configuration Web Tool is also known as Embedded Web Server that allows you to configure and manage the printer settings of your network printer at your desktop. E MAIL ALERT SETTINGS In order to setup scan to e mail, we need to configure e mail settings on the printer through EWS (Embedded Web Server). You will need to have the SMTP Server information handy before starting the setup process. If you do not know the information, please contact your network administrator or Internet service provider (Please make sure you complete the check list in page 6 before beginning the setup). Information required: SMTP Server IP address. Type of SMTP Authentication: No Authentication or Basic Authentication (for detail information about the authentication, please refer to types of SMTP authentications session. SMTP Server login name and password: required only if basic authentication is used. (Skip this part if your SMTP server allows anonymous access.) To access the printer s Embedded Web Server, just type your network printer's IP address in your Web browser. Once the webpage is loaded, you will see the Printer Status. Then click on the E Mail Alert link located at the left side pane of the EWS (Figure 9). You will be prompted for the user name and password. The default user name is admin, and the default password is left blank (NULL). Page 15

Scan to e mail on Dell Multifunction Color Laser Printer 3115cn Figure 9 Dell MFP Laser 3115CN Embedded Web Server In the E Mail Alert page, it allows you to enter E mail Server settings. In order to enable the printer to send outgoing e mail message, you will need to enter basic information about the outgoing e mail information (Figure 10). Figure 10 E Mail Alert Page 16

Dell Inc. YOU VE GOT MAIL You will need to enter your SMTP Server IP address at the Primary SMTP Gateway and the port information at the SMTP Port Number (Figure 11). Default SMTP port is 25. For example as in the Figure 11, the SMTP Server IP address is 192.168.1.253 and the Port Number is 25. Figure 11 E Mail Server Settings You will need to enter a valid return e mail address at the Reply Address. This will be shown as the sender s e mail address (Figure 11). NOTE: The SMTP server will display Connection in Progress until an error occurs. SMTP AUTHENTICATION SETTINGS Just like Dell Personal Laser Multi Function Printer 1815dn, Dell Multifunction Color Laser Printer 3115cn supports No Authentication or Basic Authentication. If you are not sure about the type of authentication your SMTP server used, please contact your network administrator or Internet service provider for more detail. Page 17

Scan to e mail on Dell Multifunction Color Laser Printer 3115cn NOTE: Advance SMTP Authentication, such as Integrated Windows Authentication, is not supported by Dell Personal Laser Multi Function Printer 1815dn and Dell Multifunction Color Laser Printer 3115cn. The following session is about how to setup the Printer s SMTP authentication Settings: If your SMTP server allows anonymous access, i.e. SMTP Server Login Name and Password is not required when sending e mails, please choose Invalid in the E mail Send Authentication options and leave SMTP Login User and SMTP Login Password blank (Figure 11). If your SMTP server requires Login User Name and Password, please choose SMTP AUTH (AUTO) (Figure 12) in the E mail Send Authentication. Then enter the SMTP Login User and SMTP Login Password at the respective sessions (Figure 12). Figure 12 E Mail Server Settings, Basic Authentication ADDRESS BOOK You can organize your frequent used e mail addresses in the Address Book. To access the Address Book, you need to click on the Address Book link located at the left side pane of the EWS. You will see the E Mail Address Listed. You enter up to 100 e mail addresses here (Figure 13). Page 18

Dell Inc. YOU VE GOT MAIL Figure 13 Address Book To create a new entry, click on Create Button at the far right of each entry. You can enter the name and address for the entry and click on Apply New Settings to save the entry (Figure 14). Figure 14 Add new E mail Address To edit existing entry in the address, click on the Confirm/Change button at the right side of the entry you wish to edit (Figure 13). You will be able to change the name and the e mail address of the person (Figure 15). To delete any existing entry in the address book, you can either click on the Delete button at the right side of the entry you wish to delete (Figure 13) or the Delete button next to the ID of each E mail address entry (Figure 15) Page 19

Scan to e mail on Dell Multifunction Color Laser Printer 3115cn Figure 15 Confirm / Change E mail Address CUSTOMIZING YOUR E MAIL You can customize the characteristics of your e mail, type of files, reply e mail address, etc. The scanned image/document will be e mail to the receiver as attachment. You can create your default settings, Default Subject and Body Text, for the e mail with scanned image (Figure 16). Please make sure to click on Apply New Settings after complete the fields to save. Figure 16 Defailt Setup of E mail Page 20

Dell Inc. YOU VE GOT MAIL The following information is related to the Scan Defaults which are the settings for the e mail attachment, in other word, for the scanned image/document. To access the Scan Defaults, click on Printer Settings at the left side pane. At the right side pane, you will see System Settings (Figure 17). Click on the Printer Settings tab at the right side pane, Then ckick on Scan Defaults right beneath the Printer settings tab (Figure 18). You will be able to see all the default settings for scan image. You can change the settings under the Scan Defaults to suite your needs (Figure 19). Figure 17 System Settings Figure 18 Printer Settings Page 21

Scan to e mail on Dell Multifunction Color Laser Printer 3115cn Figure 19 Scan Defaults HOW TO SCAN TO E MAIL Scan to E mail will only work if the printer with Network connection. Please make sure that your printer is connected to a network. Follow the steps to scan to e mail using Dell Multifunction Color Laser Printer 3115cn: 1. Load the document(s) face up with top edge in first into the ADF. OR Place a single document face down on the document glass. 2. From the operator panel, press until >SCAN appears, and then press. 3. Press until Scan to E Mail appears, and then press. Page 22

Dell Inc. YOU VE GOT MAIL 4. Press or to select the setting listed below, and then press. Enter E Mail: Type the e mail address directly by number pad. Address Book: Select the e mail address registered in the Address Book, and then press. 5. Press to select <TO> or <BCC> and then press. 6. Press Start to scan and send e mail. TROUBLESHOOTING SMTP Error 016 764 Scan Press Ensure the SMTP server address is correct. Ensure SMTP Authentication is supported. Address Error 016 767 Scan Press Ensure the e mail address is correct. Mail Size Limits 016 985 Scan Press Change the file format and resolution. Page 23

Appendix A Fax Forwarding to E mail on Dell Personal Laser Multi Function Printer 1815dn APPENDIX A FAX FORWARDING TO E MAIL ON DELL PERSONAL LASER MULTI FUNCTION PRINTER 1815DN The Dell Personal Laser Multi Function Printer 1815dn support Fax Forwarding to E mail function. It allows you to set the printer to forward all outgoing or incoming faxes to the e mail addresses. Same as Scan to E mail, the printer requires a Simple Mail Transfer Protocol (SMTP) server with Basic or No Authentication. In order to enable the printer to forward incoming and outgoing faxes, you will need to configure the Fax forwarding figure from the printer s EWS (Embedded Web Server). In the EWS, click on E mail Settings on the right side pane, then click Fax to E mail to open the Fax to E mail Menu page (Figure 20). Figure 20 Fax to E mail Menu Fax Forwarding: there are 4 options for Fax Forwarding: o Off: Enables you to turn this feature off. (Default Setting) o Send Faxes Only: Enables you to forward only outgoing faxes to a specified e mail address. o Receive Faxes Only: Enables you to forward only incoming faxes to a specified e mail address. When you select this option, you should choose whether the printer prints out the incoming faxes. o All: Enables you to forward both incoming and outgoing faxes to a specified e mail address. Default Attachment Type: you can choose from PDF or TIFF Default [From:] Address: the e mail address that will be shown at the sender s field. Print Local Copy: whether you would like to have the printer to print out all faxes as hard copies or not. Page 24

Dell Inc. YOU VE GOT MAIL Figure 21 Recipient Address Recipient Address: you can enter all the e mail address that you need to have the faxes to forward to (Figure 21). The faxes will forward to all the recipients in the list. Panel: You can also setup the Fax forwarding through printer panel. To setup Fax Forwarding using the control 1. Press Scroll ( or ) to highlight Menu and press Select ( ). 2. Press Scroll ( or ) to highlight Email setup and press Select ( ). 3. Press Scroll ( or ) to highlight Email Forward and press Select ( ). 4. Select the desired status by pressing Scroll ( or ) and press Select ( ). Off: Enables you to turn this feature off. Tx Only: Enables you to forward only outgoing faxes to a specified e mail address. Rcv Only: Enables you to forward only incoming faxes to a specified e mail address. When you select this option, you should choose whether the printer prints out the incoming faxes. All Faxes : Enables you to forward both incoming and outgoing faxes to a specified e mail address. 5. Press Cancel ( ) to return to Standby mode. Page 25

Appendix B E mail Alerts APPENDIX B E MAIL ALERTS If your printer is connected to the network, the Dell Printer Configuration Web Tool (also known as Embedded Web Server) can provide instant feedback on the printer, such as E mail Alerts. You can set up the Dell Printer Configuration Web Tool to send you an e mail when the multifunction printer needs supplies or intervention. In this session, we will discuss the process of how to setup the E mail Alert on Dell Personal Laser Multi Function Printer 1815dn and Dell Multifunction Color Laser Printer 3115cn. E MAIL ALERT ON DELL PERSONAL LASER MULTI FUNCTION PRINTER 1815DN In order to enable E mail Alert, you will need to configure the Fax forwarding figure from the printer s EWS (Embedded Web Server). In the EWS, click on Email Settings on the right side pane, then click Email Alert Setup to open the Setup page (Figure 22). You will need to enter basic information about SMTP Server information. Please refer to the session related to SMTP Server Setup on Page 6. Figure 22 Email Alert Setup Page 26

Dell Inc. YOU VE GOT MAIL Setup E mail Lists and Alerts session allows you to enter the e mails you would like to have the alerts delivered to (Figure 22). For example, if toner is low, we should notify the purchasing department; if there is paper jam, contact IT personnel. E MAIL ALERT ON DELL PERSONAL LASER MULTI FUNCTION PRINTER 3115CN Before E mail Alert on Dell Multifunction Color Laser Printer 3115cn can be fully functional, the E mail Alert Settings need to be configured first. The procedure of how to setup the E mail Alert settings has been introduced. Please refer to the E mail Alert settings session on Page 13. To set up E Mail Alerts on Dell Multifunction Color Laser Printer 3115cn: 1. Launch the Dell Printer Configuration Web Tool. 2. Click E Mail Alerts link. 3. Under Email Server Settings, enter the Primary SMTP Gateway, the Reply Address. This part should be pre entered. (Please refer to the E mail Alert settings session on Page 13.) 4. Enter your e mail address or the key operator's e mail address in the e mail list box (Figure 23). 5. Click Apply New Settings. Figure 23 E Mail Alert Settings You can enter the e mails you would like to have the alerts delivered to (Figure 23) at E Mail Alert Settings which is located under the SMTP setting Information. For example, if toner is low, we should notify the purchasing department; if there is paper jam, contact IT personnel. Page 27

Appendix B E mail Alerts Page 28